THE SKI & SPORTS CLUB OF WASHINGTON, DC

CLUB JOBS AND SPECIAL EVENTS

The purposes of this web page are to document:

• a.     The authorities and responsibilities of volunteers and staff members
• b.    “How To” Guides for each position, if there is an existing document; and if not, try to write such a document
• c.  "Guidelines..." for various functions and events including the Nominating Committee, Election Meeting, Volunteer Party, Back to the Slopes Party, BOD Meeting to Consider Annual Awards

The positions include:  President, Vice President, Board of Directors, Treasurer, Secretary, Administrative Manager, Financial Manager, Business Manager, Program and Committee Chairpersons, Magazine Editor, Webmaster, Delegates, Historian, Activity Leaders, Activity Participants and Volunteers.

SCWDC’s Policy Manual contains the following:  “Authority and Responsibility (Chapter 4) For Various Club Positions."  For convenience, click this link Chapter 4 from Policy-Manual_April 2021.pdf to open that document.

PRESIDENT AND BOARD OF DIRECTORS:

Many possible documents, immediately below are the Authority and Responsibilities of the President, Vice President, and BOD members

President:  See Chapter 4 of the Policy Manual, pages 101-104, and in the Club Documents area, the CLUB-Manual-Calendar_2020_2021_R4.pdf

Vice President:  See Chapter 4 of the Policy Manual, page 105

Board of Directors:  See Chapter 4 of the Policy Manual, pages 105-110

Recording Secretary:  See Chapter 4 of the Policy Manual, page 112

Educational Documents that apply to the President and BOD members

SCWDC BOARD OF DIRECTOR GUIDELINES.docx "Guidelines for BOD Meetings" by long-time Policy Chair and Past President, Howard Fisher

SENIOR OFFICERS AND ADMINSTRATIVE STAFF:

Treasurer:  See Chapter 4 of the Policy Manual, page 111.  This position is not compensated.

Financial Manager:  Financial Manager 20210120.docx and Chapter 4 of the Policy Manual.  This position is compensated.

Administrative Manager:  ADMIN_MANAGER_DUTIES.doc See Chapter 4 of the Policy Manual, page 112. This position is compensated.

SkiGram:  Skigram is based on using Constant Contact, commercial software product.  It provides event plans to about about 2,000 members and non-members.  The weekly Skigram is produced by the Administrative Manager.

Trading Post, Items for Sale by Members:  Job Description Not Required, this page is managed by the Administrative Manager.

Webmaster:  Website Tutorial.docx.  This position is not compensated.

Magazine Editor:  Editor Job Description.docx.  This position is not compensated.

General Counsel:  Gen Couns responses.doc.  This position is not compensated.

Historian:  The Historian has a long list of accomplishments including: 
- Planned and edited the SCWDC 1936-1986 Yearbook. 200+ pages
- Advised officers and leaders for the the 50th, 60th, 70th, 75th, & 85th  Anniversary events and plans
- The 85th Anniversary Celebration Event, 2021, is cancelled due to COVID risk concerns
- This position is not compensated.

Program Chairpersons or Coordinator

Ski Trips Co-Chairs:  Job Description Not Written and Posted
This committee plans and runs Eastern, Western. and International trips, from 12-16 trips per year.
Formerly, there were two separate committees, however, the Eastern ski program was reduced over time from about 10 annual trips
to only 1-2 trips, thus the two committees have been combined.  The new organization is the Ski Trips Committee (STC).
How the STC operates is stated in this document, a draft waiting for STC review after the 2022 Ski season:  Ski Trip_Business_Cycle_Version 6_2022.docx

Ski School Director:  See our web pages, Ski School and  scwdc - Ski School Instructors (wildapricot.org)
Also, look at the 1936-1986 Yearbook, pages 192-193, that explain the start of the Ski School and our Dryland Training effort.

Travel Chair:  Example of Travel Chair Work, TRAVEL REPORT TO BOD FEBRUARY 2021.docx
Responsibilities include planning trips for Viking cruises, Club Med resorts, Sightseeing trips mostly overseas.

Sailing Chair:  How the program operates is being written and will be posted to this page in the next future.
Responsibilities include events planned and run in the Potomac River, Chesapeake Bay, and overseas trips.

Sports and Recreation Chair:  Job Description Not Written and Posted
Responsibilities include Hiking, Volleyball, Softball, Bowling, Golf, Biking, Spectator Sports including Nationals Baseball and Citi Open Tennis, and in new in 2021Pickleball

Hiking Coordinator:  This position operates under the Sports and Recreation Chair.  No job description. 
However, records of individual hikes exist when there was an active Hiking Coordinator and 65 hikes a year were planned and run.  

Social and Cultural Chair:  Job Description Not Written or Posted
Responsibilities include Parties, Annual Picnic, and Cultural events.

Tennis Parties Chair:  There is a "How To Run a Tennis Party" document written by the Indoor Tennis Chair.  It is sent to all tennis party leaders.

Sunday Instructional Tennis Program Leaders:  TIMELINE FOR SUNDAY INSTRUCTIONAL TENNIS.docx

Committee Chairpersons:

Activity Leader Evaluation Committee (ALEC) Chair:  Job Description Not Written and Posted
See the Policy Manual for a description of ski trip leader selection rules.

Budget and Finance Chair:  Job Description Not Written or Posted.  See Policy Manual for a description of budget deadlines.

Past Presidents Advisory Chair:  The Past President Advisory Chair schedules one social occasion per year for the current and past presidents.  No write up is required.  The Chair provides each newly elected president with a "President's Manual,", a description of goals and club calendar deadlines.  

Policy Chair  Policy Chair_H Fisher_ 2020-01-24.docx

Meetings Chair  MEETINGSCHAIRPERSONRESPONSIBILITIES.doc  & Meeting Location History
2016 Meeting location comparisons.docx      Meetings 2003 - 2016 edited March 2019.xlsx   MEETINGS 2016-2019 as of March 2019.docx

INVENTORY OF MEETING PLACES_AB_web site_links.xls

Membership Chair  SCWDC Membership Ideas_HFisher_2015-05.docx  Club summary_2021.docx

Member Services Chair:  SCWDC_Member_Services_Program_R1.docx
This position is a renamed version of the Business Manager job description.  See Chapter 4 of the Policy Manager, page 113.
This position is not currently active.

Specialized Positions, Different Person, Year To Year including some very important club functions

Nominating Committee: 

Nominating Committee background material_2022_UPDATE_R4.docxWhat the Nominating Comm. Chair needs to know to run the committee

-  The last two Nominating Committee chairs were Geoffrey Pennoyer and Leo Boelhouwer.

Elections Chair and Committee: 

NOMINATION AND ELECTION CHECKLIST_R4_DRAFT FEB 13 2pm.docx  Timeline of Tasks for Nominating Comm. and Election Chair

ELECTION CHAIR MESSAGE TO CANDIDATES 2022_POSTED TO WEB SITE.docx  

Election Chair 2021 Memo to Candidates.docx by Gary Rubens

Election Chair Memo to Canidates_Guidelines_2019.doc by Bernie Joiner

Annualmeeting_Agenda_2014_revised_April 1.doc  a Sample Agenda to Adapt for the next in-person Election Meeting - printed agenda

Annualmeeting_2021_April 9_SCRIPT FOR ALL SPEAKING PARTS.docx Gives instructions on how to operate the meeting:  president, nominations chair, elections chair

APPENDIX 5 SCWDC ELECTION GUIDELINES.docx From Policy Manual

PAST ELECTION MEETINGS 2010-2021.pdf When and where they were held

VOLUNTEER PARTY INFORMATION

Last party, 2019:  BOD Coordinator for Annual Volunteer Party: The 2019 Party was planned and run by Mary-Jo Swinimer, BOD member.  No 2020 Party nor 2021 Party were planned and run due to COVID risks. 

Planned 2021 Party:  Was scheduled for October 3, 2021 at the American Legion Post #176 .  A contract is still active, deposit for $500 was non-refundable.  It was postponed indefinitely by the Board due to COVID risks.  Below is the list of volunteers which covers the period, October 2019 to September 2021.  Individual names were obtained over two years by BOD member, Mary Kaye Hrivnak and  then compiled into a total list by Bill Johnston.  This list is also in possession of Pete Campbell, Office Manager.
Ski Club Volunteer List_FY21_2021-09-7.xlsx

SCWDC VOLUNTEER PARTY PLANNING_FOR_FAIRLINGTON.doc Guidelines for Planning the Volunteer Party at Fairlington Community Center

Facts about past volunteer parties_R.xlsx Guide to how much to spend, who to ask for some advice based on past leadership

VOLUNTEER PARTY ADVICE BY BILL JOHNSTON- 3.docx  Narrative about past parties, experiences to help a new VP coordinator

VOLUNTEER PARTY OPTIONS_COMPARE_FAIRLINGTON_TO_AM_LEGION.docx Comparison of Features for Fairlington Community Center and American Legion #176 Banquet Hall - FAIRLINGTON CAN COST LESS DUE TO LOW RENTAL AND BOD SELF-CATERING BUT LEGION ALLOWS FOR 100% CATERING

OTHER CLUB JOBS

Annual Social Picnic Leader:  The July 2020 picnic was planned and run by Linda Kenis, member of the Social Committee, assisted volunteers.  Plan vs Actual Expense file is available.  The July 2021 picnic was run by Debra Howe, Social and Cultural Chair, assisted by volunteers.

Annual “Back to the Slopes” Party is used to tell members and guests about the next season's ski trip schedule.  Most ski trip leaders attend to explain the facts about their trip.  These were  last held  in September 2020 and 2021 at Alpine Ski Shop, Sterling VA.  Beverages and food are provided.  This is organized by the Ski Trips Committee. 

BOD Meetings to Discuss Volunteers for Awards.  The subject can be scheduled as early as January, but it should be discussed no later than the February BOD meeting.  Here are references to support this discussion: 

In this "Home" area is a web page, "THE RECOGNITION SLOPE which lists

 - All awards from 1985 - forward, two different lists, by name and awards received; and all awards with the names of members who received the award

- All SCWDC Presidents in descending order, current to the earliest

- All BOD members , BOD secretary and Presidents from 2000 forward to current

- The source of the lists is an Excel file composed by Bill Johnston.

- Guidelines for Considering Annual Awards" are in this document, 2022 AWARDS GUIDE POINTERS AND TIMELINE.docx

Special Subjects

Should The Entry Floor of the SCWDC Be Rented Out and The Admin Manager and Financial Manager Offices Moved to the Bottom Floor?
(This has been a Board of Directors subject off and on in 2020 and 2021. )

Office Inventory:  Office inventory in Excel_SECOND DRAFT.xlsx    Office inventory in Excel_SECOND DRAFT.pdf  (Excel and PDF)